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Home My WebLink AboutA001 - Council Action Form dated March 11, 2025ITEM #:10 DATE:03-11-25 DEPT:ADMIN SUBJECT:REQUESTS FROM AMES MAIN STREET FOR THE AMES SUMMERTIME SERIES - CAMPUSTOWN ON JUNE 18, 2025 COUNCIL ACTION FORM BACKGROUND: Ames Main Street (AMS) plans to host the Ames Summertime Series - Campustown on Thursday, June 18, 2025. The City Council may remember that a similar event was held as a part of the Ames After Sundown event series last year, with food truck showdowns in different community districts around Ames. The City Council approved the event and waiver of fees at that time. This year's proposed activities include a beer garden and live music in Campustown Lot Z. The events are free to attend, and organizers expect up to 225 people to attend. In order to facilitate the activities, AMS requests the following for Thursday, July 11: 1. Blanket Temporary Obstruction Permit 2. Blanket Vendor Permit 3. Closure of Campustown Lot Z and 26 on-street metered spaces to provide alternate parking for reserved passholders in Campustown Lot Z 4. Waiver of fees for Blanket Vendor Permit (Loss of $50 to the City Clerk's Office) 5. Waiver of parking meter fees and enforcement (Estimated loss of $175 to the Parking Fund) Organizers have hired private security to check IDs and staff the four entrance/exit points to the beer garden area. Wristbands will be provided to those of legal age to consume alcohol. Minor children will be permitted into the beer garden area with their legal parent or guardian, in compliance with the City’s existing ordinance pertaining to minors in liquor-licensed establishments. Ames Main Street staff and volunteers will monitor the crowd and staff the road closures. The Wednesday night activities will require the closure of 57 metered parking spaces for ten metered hours, resulting in a loss of approximately $175 to the Parking Fund. Organizers have requested that this amount be waived by the City Council. The Council's policy regarding the closure of metered parking in an area less than an entire business district, is to consider the waiver of such fees on a case-by-case basis. PUBLIC OUTREACH: City staff will notify residents with reserved parking spots within Campustown Lot Z of the event and the location of the alternate parking reserved during the event for those who have reserved parking passes for Lot Z and will be displaced. 1 ALTERNATIVES: 1. Approve the requests for Ames Summertime Series - Campustown as described above, including the requested waiver of fees. 2. Approve the requests as indicated above, but require reimbursement for the blanket Temporary Obstruction Permit, blanket Vending License, and lost parking meter revenue. 3. Deny the requests. CITY MANAGER'S RECOMMENDED ACTION: AMS Ames Summertime Series - Campustown provides an opportunity to attract visitors to Campustown. The events include family friendly activities and opportunities that support local businesses. Given the small dollar amount and number of parking spaces involved, staff believes it is reasonable to waive the parking fees for this event, along with the other requested fee waivers. The event organizers and City staff identified Campustown Lot Z as the best location for the event this year due to planned construction in the Campustown District. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1 as described above. ATTACHMENT(S): Summertime Series Event Application.pdf 2 February 11, 2025 Mayor and City Council City of Ames 515 Clark Ave Ames, IA 50010 Dear Mayor Haila and Members of the Ames City Council, The Ames Regional Economic Alliance plans to host the Ames Summertime Series - Campustown, located within the Campustown Business District, on June 18, 2025 from 4:00- 7:00pm. SpecifIc information about the event can be found on the included Special Event Application. Additionally, we request a temporary obstruction permit, a waiver of fees for the Blanket Vendor Permit, and one street closure. The street closures are as follows and can be found on the map provided: - Chamberlain Street from Welch Avenue to Stanton Avenue - Campustown Parking Lot Y Thank you for your consideration of this request. We look forward to seeing you at the upcoming Ames Summertime Series - Campustown. Sincerely, Dan Culhane, CEcD, CCE President & CEO Ames Regional Economic Alliance 3 1 For Office Use Only Documents Received Date: ____________________ ___ Completed Application ___ Fireworks Application ($25 fee) ___ Insurance Certificate ___ Public Safety & Event Management Plan ___ Site Plan/Route Map ($25 fee) (Road Race) ___ Vendor List ($50 fee/each) ___ Parking fees Special Events Meeting Date ____________________ Time ____________________ Room ___________________ Documents Sent: ___ Alcohol License ABD ________________ ___ Fireworks Permit ___ Road Race Permit ___ TOP ___ Vending Permit ___ Other ________________ Departments Included ___ City Manager: Brian Phillips and Tasheik Kerr ___ CyRide: Jenny Bethurem or Rob Holm ___ Electric: Mark Imhoff ___ Fire: Jason Ziph or Rich Higgins ___ Parks & Rec: Craig Kaufman or Joshua Thompson ___ Public Works: Brad Becker or Dave Cole ___ Police: Tom Shelton or Mike Arkovich ___ Water: Heidi Petersen ___ Risk Management: Bill Walton CAA: Sarah Dvorsky AMS: Sarah Dvorsky ISU: Events Authorization Committee City Council Meeting Date _____________________ ___ Added to Agenda with CAF Approved Y N Reminder Date ____________ SPECIAL EVENT APPLICATION Applications received less than thirty (30) days before the event may not be processed by the City in time for the event and will automatically be denied. Each application is viewed as a new event regardless of previous occasions. Event Name Location/Address Region (Select one or more) Ames Main Street (Downtown) Campustown District Iowa State University Property City Parks Other (please explain) Please note that events occurring in the Downtown, Campustown, in City parks, or on ISU property require prior approvals. A letter of support will be required from CAA if the event occurs in Campustown or from Ames Main Street if the event occurs in Downtown. Please contact the appropriate office well in advance: Downtown - Ames Main Street: (515) 232-2310 Campustown Action Association: (515) 232-2310 ISU - Events Authorization Committee: (515) 294-1437 director@amesdowntown.org sarahd@ameschamber.com eventauthorization@iastate.edu TIMELINE Detailed Description of Event Activities (written overview of event and what’s going to happen) Event Ends Date Time M T W R F Sa Su Teardown Complete Date Time M T W R F Sa Su Event Category Concert/Performance Farmer/Outdoor Market Other (please explain) Athletic/Recreation Exhibits/Misc. Festival/Celebration Parade/Procession/March Rain Date Rain Location Yes No Is this an annual event? If yes, how many years? Setup Event Starts or Kevin Gries 4 2 CONTACTS State Zip Code Cell Phone Cell Phone Sponsor/Applicant Name Address City Daytime Phone E-mail Alternate Contact Name Daytime Phone E-mail ATTENDANCE Anticipated Daily Attendance Yes No Is this event open to the public? Is your event being held in conjunction with another event (e.g. Farmers' Market, 4th of July, etc.)? If yes, please list: ORGANIZATION STATUS/PROCEEDS For-Profit Bona Fide Tax Exempt Nonprofit Yes No Are patron admission, entry, or participant fees required? If yes, please describe and provide amounts: Are vendor or other fees required? If yes, please provide amounts: Percentage of net proceeds going towards fundraising % Percentage of net proceeds going towards for-profit entity % SECURITY Ames Police Department 24 hour non-emergency phone number: 515-239-5133 Please complete the course at https://www.crowdmanagers.com/training for crowd management training. Yes No Have you hired a professional security company to develop and manage your event’s security plan? If yes, please fill out the following information: Security Organization State Zip Phone Address City Email 5